How the hierarchy fits together
Read this first — the other four sections assume it.
KMA is the single root of the register. Every other record hangs beneath it, and there are exactly three kinds of member, all of which register with KMA directly.
| Member | What it is | Holds |
|---|---|---|
| Organisation | An affiliated body — a style, a school of thought, or a national head body. May issue its own certifications. | Gyms, teachers, or both |
| Teacher / coach / referee | A person following the KMA curriculum directly. | Students |
| Gym / club | A club following the KMA curriculum directly. | Teachers, and their students |
Most gyms and teachers sit directly under KMA. Belonging to an affiliated body is the exception, not the shape of the data — so if you are unsure where something belongs, leaving it under KMA is usually right.
A country is not an organisation. Membership of a body is something a member tells us, never something their address implies. Do not create organisations named after countries — a nightly job once derived the hierarchy from country data and invented 82 bodies that do not exist, holding 94 gyms and 1,427 teachers.
Administrator scope follows the tree: an administrator of a body administers everything beneath it, so an administrator of KMA administers the whole register.
Organisations
Affiliated bodies: styles, schools of thought, and national head bodies.
Admin › Organisations lists the tree. Creating and deleting a body is restricted to super administrators.
- 1Open Admin › Organisations and choose New organisation.
- 2Fill in the name. Everything else can wait — only the name is required.
- 3Choose the parent body. Leaving it blank places the organisation directly under KMA, which is the common case.
- 4Set the status. Only Published appears on the public site.
- 5Save. You are returned to the list, and the About page can be written afterwards from Edit.
The long-form About section is deliberately not part of the create form. It is a document editor with image uploads, and asking for it before the organisation exists puts the slowest part of the job in front of the quickest. Create the body first, then open Edit and write it.
| Status | Effect |
|---|---|
| Published | Visible on the public site. |
| Draft | Saved, but not shown publicly. Nothing is lost — it simply does not appear yet. |
| Hidden | Deliberately withheld from the public site. |
Some rows in the Gyms list are not gyms at all — national federations, and KMA itself. Rather than editing one into shape, use Promote to organisation on the gym record. That creates the organisation, moves its teachers and students across, and archives the old gym row.
Promoting archives the gym row rather than deleting it, because payments reference it and deleting would take those with it. An archived row is expected to remain — it is not an error to be cleaned up.
Gyms
Clubs, and the teachers who instruct at them.
Admin › Gyms lists every club. A gym belongs either to KMA directly or to one affiliated body.
- 1Open Admin › Gyms and choose Add gym.
- 2Fill in the name and country. Country and province are chosen from lists, not typed.
- 3Leave the organisation as KMA unless the gym genuinely registered through an affiliated body.
- 4Save, then attach teachers to the gym and give each one a role.
Provinces are available for Thailand only. A country with none offers a free-text box instead, so nothing is blocked. A stored value that is no longer in the list stays selectable and is marked, rather than disappearing quietly.
A teacher may instruct at several gyms, and a gym has many teachers. The link carries a role:
| Role | Meaning |
|---|---|
| Head | Leads the gym. |
| Senior instructor | Senior teaching staff. |
| Instructor | Teaching staff. |
| Assistant | Assists with instruction. |
A gym’s student count is not a field you can edit. It is counted through the teachers attached to the gym and the students attached to those teachers, so a gym shows students only once its teachers have students linked.
Teachers
Kru, coaches and referees — and which body each registered with.
Admin › Teachers lists every member of the register. The most important field is which of the three categories the teacher registered under.
| Registered with | Set when | Chain |
|---|---|---|
| KMA | The teacher registered directly with KMA. This is the ordinary case. | KMA › Teacher |
| An organisation | The teacher joined an affiliated body. | KMA › Organisation › Teacher |
| A gym | The teacher only instructs at a gym and did not register separately. | KMA › (Organisation) › Gym › Teacher |
Registering with KMA is a real answer, not a missing one. A teacher with no affiliated body has not been left half-filled — that is membership category two, and it is the most common case in the register.
Grading uses the khan levels held in the system rather than a fixed list, so levels and their names come from one place and stay consistent everywhere they appear.
| Switch | What it does |
|---|---|
| Verified | Marks the record as checked. Set by the nightly registry sync as well as by hand. |
| Honorary | Marks a retired master recognised by KMA. |
| Accepts donations | Shows the Support this teacher section on the public profile. Off by default — the section is hidden for everyone else. |
Admin › Duplicate members lists people holding more than one member number. This happens when somebody re-registers instead of renewing, and both records keep arriving from the registry. Choose which record survives; the other is marked as superseded and drops out of the listings.
The duplicate is never deleted. Somebody may be holding a certificate that names it, so it is kept and pointed at the record that won.
Teachers migrated from the old site arrive without a password, because the old register had no login at all. They receive a one-time link and choose their own password; an unused link simply expires. Only teachers with a real e-mail address on file can be invited — where the register gave none, a placeholder address was recorded and cannot receive mail.
Students
Learners, and the teachers who grade them.
Admin › Students lists every learner. A student is attached to teachers, and through them to a gym.
- 1Open Admin › Students and choose New student.
- 2Fill in the name and details.
- 3Attach at least one teacher and mark them Primary.
- 4Optionally link a user account so the student can sign in and see their own record.
A student may be attached to several teachers at once, each with a role:
| Role | Meaning |
|---|---|
| Primary | The student’s main teacher. Shown wherever one teacher has to be named. |
| Evaluator | May grade this student. |
| Assistant | Assists with the student’s training. |
The student’s main teacher follows from whichever link is marked Primary. Set the role and the rest follows — there is no separate field to keep in step with it.
A student account is a read-only view of their own record. Students never create, submit or approve gradings — that is entirely between the teacher and KMA:
- 1The teacher records a grading and submits it.
- 2It waits in the KMA queue, showing as pending.
- 3KMA approves or rejects it.
Teachers cannot approve their own gradings, and administrators cannot create them — an administrator has no teacher profile to grade from. The two roles are deliberately separate.